{"id":26423,"date":"2020-08-04T12:00:47","date_gmt":"2020-08-04T10:00:47","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=26423"},"modified":"2026-03-27T17:33:03","modified_gmt":"2026-03-27T15:33:03","slug":"tracking-absences-employees","status":"publish","type":"post","link":"https:\/\/factorialhr.co.uk\/blog\/tracking-absences-employees\/","title":{"rendered":"Tracking Absences: A Guide for Human Resources Employers"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Tracking absences<\/span><span style=\"font-weight: 400;\"> in the workplace can be challenging at times. Of course, taking time off is sometimes unavoidable. Employees may take absences for <a href=\"https:\/\/factorialhr.co.uk\/blog\/sick-leave-uk\/\">sick leave<\/a>, <a href=\"https:\/\/factorialhr.co.uk\/blog\/bereavement-leave-employer-obligations\/\">bereavement<\/a>, child care or sometimes they just need a well-deserved rest and holiday. Today we\u2019re going to look at how you can keep track of these employee absences. Keep reading to learn more.<\/span><\/p>\n<ul>\n<li><a href=\"#1\">What is employee absenteeism?<\/a><\/li>\n<li><a href=\"#2\">Cost of absenteeism<\/a><\/li>\n<li><a href=\"#3\">Tracking absences<\/a><\/li>\n<li><a href=\"#4\">Employee absence tracker excel template<\/a><\/li>\n<li><a href=\"#5\">Managing employee absences<\/a><\/li>\n<li><a href=\"#9\">Legal issues<\/a><\/li>\n<li><a href=\"#12\">\u2705 Easily Track Employee Holidays &amp; Absences with Factorial!<\/a><\/li>\n<\/ul>\n<h2><strong><br \/>\n<a name=\"1\"><\/a>What is employee absenteeism?\u00a0<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Absenteeism refers to habitual workplace absence that is typically unplanned and unannounced. Although every worker misses work from time to time, it\u2019s crucial to know the difference between absenteeism and other types of absences when creating your <a href=\"https:\/\/factorialhr.co.uk\/blog\/employee-annual-leave\/\">leave of absence policy<\/a>. There are two main types of absences that are important to distinguish between.<\/span><\/p>\n<h3><strong>Excused absences<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Everyone occasionally needs to take time off from work. For example, this could be due to a sudden illness, family leave or personal leave. These are just some examples that can be unannounced but are legitimate and therefore likely to be excused by an employer. Holiday leave and foreseeable medical absences are likely to be planned in advance and also excused by employers. Nonetheless, they will still require you to <a href=\"https:\/\/factorialhr.co.uk\/blog\/staff-leave-planner\/\">manage holiday requests <\/a>in a similar way.\u00a0<\/span><\/p>\n<h3><strong>Unexcused absences\u00a0<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Absenteeism is usually defined as chronic or habitual absence without good reason. However, the majority of people aren\u2019t aware that things like lateness, early departures, and even extended lunches also come under this heading. These sorts of \u201cabsence\u201d are unexcused and not legitimate.\u00a0\u00a0<\/span><\/p>\n<h2><strong><br \/>\n<a name=\"2\"><\/a>Cost of Absenteeism\u00a0<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">A consequence of absenteeism is that it becomes costly for both employers and employees. Therefore, businesses should consider the direct and indirect costs when calculating salaries over the <\/span><span style=\"font-weight: 400;\">payroll period<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h3><strong>Direct Costs<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">When absences go unnoticed, the employer may be left paying the salary for working time that has not been complete; this is a result of poor absence management practices. Additional direct costs include those from <a href=\"https:\/\/factorialhr.co.uk\/blog\/guide-managing-employees-holidays\/\">managing paid time off<\/a>, as well as overtime or replacement worker costs to cover the absences. Furthermore, a direct cost to the employee may be that they are not paid for taking time off or may even, ultimately, lose their job.\u00a0<\/span><\/p>\n<h3><strong>Indirect costs\u00a0<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Indirect costs of absence to the employer can have a big impact on a business and its workforce. Firstly, there is the issue of lost productivity from within the company, which may affect overall profits. Secondly, work may be delayed, meaning deadlines are not being met and projects are falling behind targets.\u00a0<\/span><\/p>\n<p><b>As such, it is important to keep track of employee absences. Yet, you might be wondering \u201c<\/b><b>How do I track employee attendance?\u201d <\/b><b>A simple way is by using an <\/b><b>employee absence tracker<\/b><b>.\u00a0<\/b><\/p>\n<h2><strong><br \/>\n<a name=\"3\"><\/a>Tracking Absences<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">So <\/span><span style=\"font-weight: 400;\">what is an <a href=\"https:\/\/factorialhr.co.uk\/blog\/employee-time-attendance-software\/\">attendance tracker<\/a>?<\/span><span style=\"font-weight: 400;\"> To put it simply, an <\/span><span style=\"font-weight: 400;\">absenteeism tracking absences tool <\/span><span style=\"font-weight: 400;\">helps any manager or employee keep a close eye on staff attendance. This can be very beneficial to businesses for a number of reasons. These include:\u00a0<\/span><\/p>\n<h3><strong>Beneficial for employer and employee\u00a0<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">The <\/span><span style=\"font-weight: 400;\">employee absence tracker <\/span><span style=\"font-weight: 400;\">is useful for employers to keep an eye on employee attendance. However, it\u2019s also beneficial for employees. It allows both parties to keep an eye on attendance and absences. Furthermore, it is all kept on record, so everyone is in the loop.\u00a0<\/span><\/p>\n<h3><strong>Rates of absenteeism\u00a0<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Not only does the tool record attendance, but it also offers an easy and efficient way of calculating the rate of absence in a business. This will include the <\/span><span style=\"font-weight: 400;\">incident rate<\/span><span style=\"font-weight: 400;\">, which will specify the inactivity and severity of each absence the staff takes. So, when making monthly or annual reports, the tool is at hand and ready to pull essential data from.\u00a0<\/span><\/p>\n<h3><strong>Reduction in costs\u00a0<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Using the tracker will provide a self-checking tool for both employers and employees so that both can keep an eye on their attendance record. Therefore, it will serve to reduce direct and indirect costs to the employer and increase workplace productivity.\u00a0<\/span><\/p>\n<h2><strong><br \/>\n<a name=\"4\"><\/a>Employee Absence Tracker Excel Templates<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Attempts at tracking employee absences have been done with in-house spreadsheets, lists, databases, specialist software and more. Yet, these can often be difficult to follow and cumbersome. But fear not, we\u2019ve created an<\/span> <span style=\"font-weight: 400;\">employee absence template tracker<\/span><span style=\"font-weight: 400;\">. It is easy to use and doesn\u2019t have to be integrated with another program. So, how does it work?\u00a0<\/span><\/p>\n<p><b>Step 1<\/b><span style=\"font-weight: 400;\">: Download the <\/span><span style=\"font-weight: 400;\">template to tracking the absences of your employees<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><b>Step 2<\/b><span style=\"font-weight: 400;\">: Enter the month you will be using the tracker for. Next, add your employees into the spreadsheet alphabetically, or by works number, so they are easy to find.\u00a0<\/span><\/p>\n<p><b>Step 3: <\/b><span style=\"font-weight: 400;\">Input the necessary information regarding absence, including the reason and type, next to the name of the employee in question.\u00a0<\/span><\/p>\n<p><b>Step 4<\/b><span style=\"font-weight: 400;\">: Colour code your tracker to customise the type of absence. This will make it easier to follow and interpret. For example, bereavement leave could be blue, whereas holiday leave could be red. This way, it\u2019s much easier to read with just one look.\u00a0<\/span><\/p>\n<p><b>Step 5:<\/b><span style=\"font-weight: 400;\"> Now your absence tracker is up and running, you can create a \u201c<\/span><span style=\"font-weight: 400;\">track employee absences calendar\u201d. <\/span><span style=\"font-weight: 400;\">This can work side by side with your <\/span><span style=\"font-weight: 400;\">employee absence tracker exce<\/span><span style=\"font-weight: 400;\">l. It may be useful for listing important dates, as well as the absences and time off employees are taking.\u00a0<\/span><\/p>\n<p><!--HubSpot Call-to-Action Code --><span id=\"hs-cta-wrapper-0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a\" class=\"hs-cta-wrapper\"><span id=\"hs-cta-0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a\" class=\"hs-cta-node hs-cta-0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a\"><!-- [if lte IE 8]>\n\n\n<div id=\"hs-cta-ie-element\"><\/div>\n\n\n<![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/4960096\/0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a\"><img decoding=\"async\" id=\"hs-cta-img-0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a\" class=\"hs-cta-img\" style=\"border-width: 0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/4960096\/0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a.png\" alt=\"time off management book uk \" \/><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(4960096, '0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); <\/script><\/span><!-- end HubSpot Call-to-Action Code --><\/p>\n<p>&nbsp;<\/p>\n<h2><strong><br \/>\n<a name=\"5\"><\/a>Managing Employee Absences<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">After tracking attendance with the <\/span><span style=\"font-weight: 400;\">employee absence tracker 2020<\/span><span style=\"font-weight: 400;\">, you may notice that absenteeism is a problem in your business. If unfortunately, this is the case, you need to know the best ways to deal with it. There are a number of actions you can take in the form of <\/span><span style=\"font-weight: 400;\">absence control programs<\/span><span style=\"font-weight: 400;\">.\u00a0\u00a0<\/span><\/p>\n<h3><strong>Incentives\u00a0<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Incentive plans consist of a number of measures that encourage workers to take fewer absences. For example, cash incentives include attendance bonuses and non-cash incentives may include recognising employees&#8217; hard work through certificates or communication. Incentives can help increase morale and ensure your workforce is coming into the office.\u00a0<\/span><\/p>\n<h3><strong>Verification of illness<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">You may decide to take the measure of asking employees to provide verification of illness. This could be implemented when an employee is taking a large amount of unexcused sick time. For example, asking for a doctor\u2019s note to verify the illness would be of use in this case.<\/span><\/p>\n<h3><strong>Time off policies\u00a0<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">A good way to manage the problem of absences is to establish adequate sick leave and excused absence policies. This may help to solve any gray areas in time off and remove the stigma of unauthorised absences in some cases.\u00a0<\/span><\/p>\n<h3><strong>Performance improvement plans<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">These plans are in place to help teach employees to be more self-aware regarding their time. Above all, their aim is to make the workers more accountable for their time and consequently take less unexcused absences.\u00a0<\/span><\/p>\n<h2><strong><br \/>\n<a name=\"9\"><\/a>Legal Issues\u00a0<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Of course, when establishing, implementing and enforcing such control programs, there is some legislation that you must be aware of and take into account.\u00a0<\/span><\/p>\n<h3><strong>Wage and hour laws<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Employers need to make sure that their policies regarding absences are in line with the United Kingdom&#8217;s labour laws including the <a href=\"https:\/\/www.gov.uk\/national-minimum-wage-rates\">National Minimum Wage Act<\/a> and the <a href=\"https:\/\/www.gov.uk\/maximum-weekly-working-hours\">Working Time Regulations<\/a>. These laws are in place to provide a minimum hourly wage and to limit excessively long working hours. You must make sure that when making absence-related deductions from employee pay, they are in compliance with the correct laws for employees.\u00a0<\/span><\/p>\n<h3><strong>Paid sick leave law<\/strong><\/h3>\n<p>In the UK the <a href=\"https:\/\/www.gov.uk\/statutory-sick-pay\/eligibility\">Statutory Sick Pay (SSP) <\/a>by law requires employers to pay employees when sick, as long as they meet the eligibility conditions. To qualify for Statutory Sick Pay (SSP) you must: be classed as an employee and have previously done some work for your employer, earn on average at least \u00a3120 a week and have been ill self-isolating or shielding for a minimum of 4 days in a row.<\/p>\n<h3><strong>Time off for family and dependents<\/strong><\/h3>\n<p>In the UK eligible employees are allowed <a href=\"https:\/\/www.gov.uk\/time-off-for-dependants\">time off to deal with an emergency involving a dependant<\/a>. A dependant is classified as someone who depends on you for care, this could be a parent, spouse, partner, child, or grandchild. Your employer may pay you for this leave, however in some cases they may not legally be obliged to, this will be stated in your contract. If you are not provided with time off for dependents, your employer may allow you compassionate leave. This is defined as paid or unpaid leave used for emergency situations.<\/p>\n<h3><strong>Worker\u2019s Compensation for injuries at work<\/strong><\/h3>\n<p>In the UK, injuries that occur at work are covered by the <a href=\"https:\/\/www.accident-claim-expert.co.uk\/employers-liability\/worker-compensation-insurance.html\">workers\u2019 compensation insurance<\/a>. The requirements involve you provide proof that the injury or illness was attained at work or as a direct result from work. The UK, along with most European countries have a list of occupational-related injuries and how they are associated with potential hazards within the workplace.<\/p>\n<p><a name=\"12\"><\/a><b>After reading this guide you should be up to speed with all the necessary information for <\/b><b>tracking employee absences<\/b><b>. What\u2019s more, you should now be able to use the <\/b><b>employee absence tracker 2020\/free<\/b><b> with ease.<\/b><\/p>\n<p>&nbsp;<\/p>\n<p><!--HubSpot Call-to-Action Code --><span id=\"hs-cta-wrapper-0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a\" class=\"hs-cta-wrapper\"><span id=\"hs-cta-0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a\" class=\"hs-cta-node hs-cta-0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a\"><!-- [if lte IE 8]>\n\n\n<div id=\"hs-cta-ie-element\"><\/div>\n\n\n<![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/4960096\/0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a\"><img decoding=\"async\" id=\"hs-cta-img-0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a\" class=\"hs-cta-img\" style=\"border-width: 0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/4960096\/0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a.png\" alt=\"time off management book uk \" \/><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(4960096, '0ff52b84-b66f-4e24-9bb6-8ee8d7dfc39a', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); <\/script><\/span><!-- end HubSpot Call-to-Action Code --><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Tracking absences in the workplace can be challenging at times. Of course, taking time off is sometimes unavoidable. Employees may take absences for sick leave, bereavement, child care or sometimes they just need a well-deserved rest and holiday. Today we\u2019re going to look at how you can keep track of these employee absences. Keep reading<a href=\"https:\/\/factorialhr.co.uk\/blog\/tracking-absences-employees\/\" class=\"read-more\"> [&#8230;]<\/a><\/p>\n","protected":false},"author":136,"featured_media":26498,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[103],"tags":[],"class_list":["post-26423","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-team"],"acf":{"topics":"time"},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v21.5 (Yoast SEO v21.9.1) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Tracking Absences: A Guide for Human Resources Employers | Factorial<\/title>\n<meta name=\"description\" content=\"Tracking employee absences? Try our employee attendance tracker template or record employee attendance with holiday management software.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/factorialhr.co.uk\/blog\/tracking-absences-employees\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Tracking Absences: A Guide for Human Resources Employers\" \/>\n<meta property=\"og:description\" content=\"Tracking employee absences? 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